AGENDA - Budget Committee - 20190304
Budget Committee
Meeting Agenda
2019 Operating Budget
Review
Monday, March 4, 2019
7 p.m.
Council Chambers
Aurora Town Hall
Public Release
March 1, 2019
Town of Aurora
Budget Committee
2019 Operating Budget Review
Meeting Agenda
Monday, March 4, 2019
7 p.m., Council Chambers
1. Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3. Delegations
4. Public Consultation – Open Session – Opportunity for Members
of the Public to Provide Input Regarding the 2019 Budget
5. Consideration of Items
1. 2019 Operating Budget – Departmental Business Plans
Presentations by Department
(a) Planning and Development Services (Binder Tab 9)
Lawrence Kuk and Anca Mihail, Acting Directors of Planning and
Development Services
Budget Committee Meeting Agenda
2019 Operating Budget Review
Monday, March 4, 2019 Page 2 of 3
Recommended:
1. That the presentation by Lawrence Kuk and Anca Mihail, Acting
Directors of Planning and Development Services, be received; and
2. That the 2019 Operating Budget for the Planning and Development
Services department as presented be tentatively approved.
(b) Corporate Revenues and Expenses (Binder Tab 11)
Jason Gaertner, Acting Director of Financial Services – Treasurer
Recommended:
1. That the presentation by Jason Gaertner, Director of Financial
Services – Treasurer, be received; and
2. That the 2019 Operating Budget for the Corporate Revenues and
Expenses as presented be tentatively approved.
(c) Water & Sewer Budget (Binder Tab 14)
Al Downey, Director of Operational Services
Jason Gaertner, Acting Director of Financial Services – Treasurer
Recommended:
1. That the presentation by Al Downey, Director of Operational Services
and Jason Gaertner, Acting Director of Financial Services – Treasurer,
be received; and
2. That the 2019 Operating Budget for Water & Sewer as presented be
tentatively approved.
2. FS19-013 – 2019 Budget Committee Additional Information
Recommended:
1. That Report No. FS19-013 be received; and
Budget Committee Meeting Agenda
2019 Operating Budget Review
Monday, March 4, 2019 Page 3 of 3
2. That Council provide direction on the budget option decision units to be
included in the final 2019 operating budget.
6. Adjournment
Town of Aurora
Budget Committee Report No. FS19-013
Subject: 2019 Budget Committee Additional Information
Prepared by: Jason Gaertner, Acting Director, Financial Services - Treasurer
Department: Financial Services
Date: March 4, 2019
Recommendation
1. That Report No. FS19-013 be received; and
2. That Council provide direction on the budget option decision units to be
included in the final 2019 operating budget.
Executive Summary
To date, the Budget Committee has met on two occasions in order to discuss the
Town’s 2019 operating budget. Currently, the committee has identified a total of eleven
budget decision unit items for its consideration for funding.
• A summary of the Committee’s currently identified budget decision unit items
• Any additional budget decision unit items arising from this meeting will be added
to the list for the Budget Committee’s consideration
Background
A key component of the Town of Aurora’s operating and capital budget derivation is the
undertaking of a review by the town’s Budget Committee. As part of its review, the
Budget Committee is able to ask any questions or request any additional financial
information that it may require as part of its review in support of its ultimate
recommendation of a final budget to Council for its approval.
The Budget Committee has now held two meetings in regards to the Town’s 2019
Operating budget; one on February 21 and 25. Over the course of these meetings, they
have received and discussed the following topics relating to each of the Town’s
departments and its service partners:
Budget Committee Meeting Agenda
2019 Operating Budget Review
Monday, March 4, 2019
Item 2
Page 1 of 6
March 4, 2019 Page 2 of 5 Report No. FS19-013
•2018 Results achieved
•2019 Objectives
•2019 Challenges
•2019 Funding requirements
Analysis
A summary of the Committee’s currently identified budget decision unit items
Over the course of its review of the Town of Aurora’s 2019 draft Operating Budget to
date, the Budget Committee has identified the following eleven budget decision unit
items which are summarized along with their estimated costs under Attachment #1:
1.New Position – Communication Assistant
This position represents a service enhancement. Its detailed business case
can be found in tab #3 of the operating budget binder.
2.Support for Sport Aurora’s ongoing activities and marketing
Sport Aurora’s detailed business case for its 2019 funding request can be found
under Tab #3 of the operating budget binder.
3.Continued operation of the Sports Hall of Fame
The Sports Hall of Fame detailed business case for its 2019 funding request can
be found under Tab #3 of the operating budget binder.
4.New Position – Parks co-op student (invasive species)
This position represents a service enhancement. Its detailed business case
can be found in tab #3 of the operating budget binder.
5.Core operating grants to service partners
These decision points relate to the provision of an operating grant to the Town’s
service partners equal to what they received in 2018.
a.Aurora Public Library
b.Aurora Cultural Centre
c.Aurora Historical Society
6.Requested increases to core operating grants by service partners
These decision points relate to any requested increases to the operating grant
amount provided in 2018 by the Town’s service partners.
Budget Committee Meeting Agenda
2019 Operating Budget Review
Monday, March 4, 2019
Item 2
Page 2 of 6
March 4, 2019 Page 3 of 5 Report No. FS19-013
a. Aurora Cultural Centre
b. Aurora Historical Society
7. Requested lump sum funding requests by the Town’s service partners
These decision points related to lump sum funding requests by the Town’s
services providers relating to partner proposed specific activities.
a. Aurora Cultural Centre’s proposed Kaleidoscope in Schools program
b. Aurora Historical Societies storage costs for the Godfrey collection
Any additional budget decision unit items arising from this meeting will be added
to the list for the Budget Committee’s consideration
Should any new budget decision unit items arise or any existing items be modified over
the course of today’s discussion, the budget option decision unit summary will be
modified accordingly.
Advisory Committee Review
N/A
Financial Implications
Combined, the above list of pressures excluding the core operating grant funding for the
Town’s service partners being the Aurora Public Library, Aurora Cultural Centre and
Aurora Historical Society which has already been included in staff’s tabled draft budget,
total $264,100. Of this total pressure amount, should Council approve the Aurora
Cultural Centre’s funding request in support of the Kaleidoscope in Schools program,
staff would recommend that this requirement not be funded from the tax levy.
Consequently, the remaining pressure that would potentially impact the tax levy would
become $164,100. At present, $194,200 in funding is available for allocation toward
these noted pressures within Council’s allotted tax increase ceiling.
Communications Considerations
This report will be posted to the Town’s Budget and Financial Information web page for
transparency and accountability as part of the overall annual budget communications
and engagement plan. Each budget meeting will be separately communicated through
Budget Committee Meeting Agenda
2019 Operating Budget Review
Monday, March 4, 2019
Item 2
Page 3 of 6
March 4, 2019 Page 4 of 5 Report No. FS19-013
various channels to the community, including a synopsis of the topics planned. A final
press release with budget highlights will be issued upon approval by Council.
Link to Strategic Plan
Developing the annual budget supports all aspects of the Strategic Plan. Specifically,
this report supports the Plan principles of Leadership in Corporate Management,
Leveraging Partnerships, and Progressive Corporate Excellence and Continuous
Improvement.
Alternative(s) to the Recommendation
1. None: General Committee will consider this additional requested financial
information.
The Committee may make recommendations for changes to the 2019 draft
budget at any time during its review process.
Conclusions
Over the course of its past two Budget Committee meetings, a total of 11 budget
decision unit items have been identified for consideration totaling $264,100. The budget
Committee will undertake a final review and approval of the Town’s budget decision unit
items at its scheduled Budget Committee meeting on March 18, 2019.
Attachments
Attachment #1 – Budget Option Decision Unit Summary
Previous Reports
FS19-002 - 2019 Operating Budget
Pre-submission Review
N/AClick here to enter date.
Budget Committee Meeting Agenda
2019 Operating Budget Review
Monday, March 4, 2019
Item 2
Page 4 of 6
Budget Committee Meeting Agenda 2019 Operating Budget Review Monday, March 4, 2019Item 2 Page 5 of 6
ATTACHMENT #1Decision Unit NumberOptionFTE +/‐CommunicationsParks Service LevelsRoads Service LevelsBy‐law EnforcementEconomic DevelopmentCultural ServicesSuccession PlanningCapital Project DeliveryAnimal Control on Town's trailsOther Strategic Plan DrivenOther FundingLevy FundingNotes1 Communications Assistant*1√‐$ 40,0002Sport Aurora**‐‐$ 49,6003Sport Hall of Fame**‐√‐$ 28,1004 Parks Co‐op Student (Invasive Species)*‐√‐$ 10,9005 Aurora Public Library ‐ 2018 Core Operating Grant√$ 3,843,1007 Aurora Cultural Centre ‐ 2018 Core Operating Grant√$ 415,7006 Aurora Historical Society ‐ 2018 Core Operating Grant√$ 74,4008 Aurora Historical Society ‐ Collection Storage√$ 3,5009 Aurora Historical Society ‐ 2019 Core Operating Grant Increase√$ 1,60010 Aurora Cultural Centre ‐ 2019 Core Operating Grant Increase√$ 30,40011 Aurora Cultural Centre ‐ Kaledidoscope in Schools√$ 100,000$50,000 for 2020/21; $50,000 for 2021/22. To be funded through Capital.*Post Budget Process: All position salary values are preliminary estimates. Prior to the posting of each proposed position it must go through a detailed job description and internal job evaluation process.**January 14, 2019 Public Stakeholder Consultation Funding Proposal.Budget Option Decision Unit Summary(Budget Items NOT Included in Staff's Recommended 2019 Operating Budget)COUNCIL PRIORITYBUDGET IMPACTBudget Committee Meeting Agenda 2019 Operating Budget Review Monday, March 4, 2019 Item 2 Page 6 of 6